Manage an Agile Portfolio

Improve project oversight without imposing old-school command-and-control.

Onsite Workshop

A project portfolio that isn’t informed by Agile principles leads to:

  • Poor communication due to inconsistent KPIs and language used by different teams and stakeholders
  • Dissatisfied stakeholders due to poor visibility and communication from the project level

An Agile project portfolio results in:

  • Greater visibility at the portfolio level into work-in-progress and committed work
  • More effective collaboration between stakeholders and teams
  • Maximum value from each project interval, iteration, or sprint

Module 1: Assess the Current State of the Project Portfolio

The Purpose

  • Customize the Agile Portfolio development process to your organization.
  • Align different types of projects within a unified portfolio.
  • Estimate the value to help make the case for developing an Agile Portfolio.
  • Define the best roles and engagement strategies for individual stakeholders as you transition to an Agile Portfolio. 

Key Benefits Achieved

  • Ensure sustainable adoption and success of the Agile Portfolio.
  • Bolster the business case for building an Agile Portfolio.
  • Increase stakeholder and team buy-in.

Activities: Outputs:
1.1 Conduct an audit of project methodologies in use
1.2 Conduct an Agile Portfolio Profile Assessment by comparing Agile, Traditional, and Unstructured projects
  • Map of the composition of the project portfolio
1.3 Review the portfolio profile to begin formulating a target level of project heterogeneity and stakeholder engagement
1.4 Identify gaps and levers for aligning different types of projects within a unified portfolio
  • Analysis of project agility and PPM formality
1.5 Estimate the potential value of the Agile Portfolio
1.6 Create a stakeholder map
  • A stakeholder map
1.7 Document the current decision-making paradigm

Module 2: Establish a Strategy and SOP for Agile Portfolio Management

The Purpose

  • Improve stakeholder satisfaction by defining and reconciling stakeholder needs, preferences, and expectations.
  • Maximize stakeholder buy-in and alignment around unified portfolio metrics and processes. 

Key Benefits Achieved

  • Improved stakeholder satisfaction.
  • Maximized stakeholder buy-in and alignment.

Activities: Outputs:
2.1 Define the purpose and goals of the Agile Portfolio based on drivers of business & portfolio agility
2.2 Review & discuss stakeholder requirements and from the Agile Portfolio
  • Agile Portfolio Stakeholder Survey
2.3 Reconcile stakeholder requirements with current state to prioritize gaps & levers
2.4 Develop a universal scorecard
2.5 Define inputs, outputs, and other supporting processes
2.6 Formalize and agree on standard terms and definitions of your portfolio methodology
2.7 Formalize key roles and responsibilities
2.8 Identify potential sources of resistance and support
  • Agile Portfolio Communications Plan Template

Module 3: Build and Implement an Agile Portfolio Dashboard

The Purpose

  • Objectively and transparently approve, reject, and prioritize projects.
  • Prioritize work to start and stop on a sprint-by-sprint basis.
  • Maintain high frequency of accurate reporting.
  • Assess and report the realization of project benefits.

Key Benefits Achieved

  • Improve timeliness and accuracy of project portfolio reporting.
  • Make better, faster decisions about when to start and stop work on different projects.
  • Increase stakeholder satisfaction.

Activities: Outputs:
3.1 Review the value scorecard and confirm stakeholder approval
3.2 Test the scorecard by evaluating a list of proposed projects
3.3 Review project value before deciding whether to approve or reject them for the project backlog
3.4 Use the sprint value and need scores to prioritize work to start/stop in individual sprints
3.5 Decide what to start/stop for an individual sprint based on results of the Sprint Prioritization
3.6 Develop a management dashboard for reporting on the organization’s capacity for more projects
  • Sprint Prioritization Dashboard
  • Project Portfolio Capacity Dashboard
3.7 Develop a benefits dashboard for monitoring the long-term attainment of value
  • Project Value Dashboard
  • Agile Portfolio Benefits Dashboard

Module 4: Manage and Optimize the Agile Project Portfolio

The Purpose

  • Measure success of the Agile Portfolio.
  • Identify opportunities to improve Agile Portfolio processes and dashboard.

Key Benefits Achieved

  • Increase average sprint value.
  • Continue to reclaim project capacity.

Activities: Outputs:
4.1 Validate the Agile Portfolio Strategy and SOP using scenarios based on active or planned projects in the portfolio
4.2 Review measured value estimates from Step 1 to complete to the Agile Portfolio Scorecard
  • Agile Portfolio Scorecard

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